Industry focus
Accounting, tax and payroll built for med spas and aesthetics practices.
Memberships and prepaid packages, injectables inventory, provider pay, retail sales tax and MSO / professional-entity structures — we run the financial side of independent med spas so owners can see treatment-level profit and plan tax before year-end. Led by Jenny Gao, CPA, EA.
Who this is for
Independent med spas and owner-led aesthetics practices.
Typically one to three locations, several injectors or aestheticians, memberships and packages, real inventory, and often an MSO alongside a professional entity. If the owner still signs off on the numbers and wants to trust them, this is built for you.
What we usually find in a med spa file
- Package and membership sales are booked as revenue when the card is charged, so the liability for treatments still owed is invisible
- Injectables are expensed when purchased, so gross margin swings with the ordering calendar instead of the treatment calendar
- Provider commissions are calculated in spreadsheets that never tie to payroll or to the point-of-sale report
- Retail skincare is taxed and treatments are not, but the point-of-sale mapping mixes them up on the sales tax return
- The MSO and the professional entity share a bank account and no one has reconciled the intercompany balance
- A $180,000 device was financed with no plan for Section 179, bonus depreciation or the state add-back
What changes once it is handled
- Monthly close with a deferred-revenue rollforward for memberships, packages and gift cards
- Chart of accounts built to show treatment, retail and provider margin — not one blended number
- Inventory tracking for injectables, clinical supplies and retail skincare
- Provider payroll, commission true-ups and 1099 coordination
- Sales tax on retail products handled by state, with treatment revenue kept separate
- MSO / professional-entity bookkeeping, intercompany reconciliation and management-fee documentation
- A monthly KPI report: production by provider, treatment margin, membership revenue, cash conversion
- Year-round tax planning and returns, including equipment depreciation strategy
What you receive
A monthly package an owner can act on.
- Profit and loss by service line (injectables, energy devices, skincare retail, memberships)
- Balance sheet with membership, package and gift-card liabilities stated correctly
- Deferred-revenue rollforward: opening balance, sales, redemptions, expirations, closing balance
- Provider production and compensation summary tied to payroll
- Open-item list — exactly what we are waiting on from you
- Tax calendar with quarterly estimates calculated from real numbers
How it works
From first call to a clean monthly rhythm.
Fit call
Twenty minutes on your locations, providers, systems and what is not working today.
File and systems diagnostic
We look at QuickBooks, your point-of-sale exports, payroll and the entity structure, and tell you what needs cleanup before monthly service starts.
Written proposal
Scope, deliverables, timeline and a flat monthly fee — cleanup quoted separately as a fixed project.
Monthly rhythm
Books closed on a schedule, liabilities rolled forward, KPIs delivered, tax planned before year-end.
How pricing works
A flat monthly fee, scoped to your practice.
Monthly engagements start at $1,500. The fee reflects locations and entities, providers on payroll, transaction volume, inventory complexity and the states you file in. Cleanup and catch-up work is quoted as a separate fixed project after the diagnostic. See how pricing works.
Questions
Common questions from med spa owners.
Do you work with MSO / professional-entity structures?
Yes. Many aesthetics practices run a management services organization alongside a professional entity. We keep both sets of books, reconcile the intercompany activity every month and document the management fee so the arrangement holds up at tax time and in a review.
Which practice-management and point-of-sale systems do you work with?
We work from the reports your systems already produce — sales by service and product, membership and package balances, gift-card liability, provider production — and reconcile them to QuickBooks Online each month. During onboarding we map each report to the general ledger so the numbers tie out.
Do we have to be in Florida?
No. Balance Partners is based in Tampa and works remotely with practices across the United States. Sales tax, payroll and entity rules differ by state, and the engagement scope reflects the states you operate in.
Our books are behind. Can you fix them first?
Yes. Cleanup is a separately quoted project that starts with a diagnostic of your file, your point-of-sale exports and your payroll records. Once the history is reliable, monthly service begins from a clean starting balance.
What does a med spa engagement cost?
Monthly engagements start at $1,500. The fee depends on the number of locations and entities, providers on payroll, transaction volume, inventory complexity and the states you file in. You receive a written scope and a flat monthly fee before anything starts.
From the library
Med spa guides, written by a CPA.
Seven guides on the accounting questions that come up in every aesthetics practice.
Request a med spa fit call
Twenty minutes on your locations, providers, systems and what is not working. No obligation — if we are not the right fit, we will say so.
Request a 20-Minute Fit Call →